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PORTAL FAQS

How to Use the FAQ

Select one of the categories to see if your question is documented in one of the sections.
if you can’t find your question, you can also download a PDF version of the Tutor Manual or software FAQ for additional information.
Use the yellow arrows to go back to the top of the page.
If you have a question not covered in the FAQ, email careers@apollotutors.org
Click the images below to enlarge them.

Q. How do I edit my Account info?

  1. Click Bio Sheet to update your Test Scores, Major / Minor,Transcript and communication preferences
bio-sheet-update

2. Sign and Upload your W9 Form. You can use a scanner, take a screenshot, or use a program such as Microsoft Lens(iOS) to Scan your Form. (Android)

w9-form

3. Enter your Direct Deposit Form.

DD-form

4. Name of Account Holder- The Legal Name of the Person who owns the Bank Account (This is NOT the name of your Bank)
5. Account Number- the 10-12 digit number specific to your account, usually found on the bottom right of a check from your bank account
6. Routing Number- the 9 digit ID of your Bank. This can be found on the bottom left of a check from your account

checkinstructions

7. Contractor Agreement
8. This form can be completed electronically by e-signing or if you would prefer a PDF copy, select the option to download a PDF

contract

9. True Color test
10. Add your Top 2 Colors to the form. You can also upload the results of your test

true-color-test

11. After you complete the required documents you will receive an email notifying you to enter your subjects and availability to complete your tutor profile.

Q. How do I update my Subjects & Availability?

  1. Entering Subjects
    • Click ‘Add New’ to open the subject selector
    • Use the Subject selector to select classes you feel comfortable tutoring
    • You can select as many classes as you want from any category- (Include all classes from your transcript that you have completed- the more extensive the list, the more opportunities you will be matched with
    • You can search by the Name of the Class or by Course Number
    • You can search by Course Number (FINA3320, FIN 320, FINA 30153)
    • You can also Search the Name of the Class (Financial Management)
    • Certain Courses also require a proficiency test to verify your expertise. A proficiency test involves confirming your grade and the date you took certain courses, and some courses also require a online quiz to verify your proficiency.
  2. Proficiency Tests
    • Adding one of these courses requires verifying your grade and the date you took the course:
      • Intro Economics
      • Intro Chemistry
      • Intro Biology
      • Intro Physics
grade-date-verification
  • Adding one of these courses involves confirming your Standardized Test Scores
    • SAT prep
    • ACT Prep
    • Standardized Test Prep
test-scores
  • Adding one of these courses requires taking an online quiz to confirm your proficiency
    • Geometry
    • Algebra II
    • Calculus I
    • Calculus II
online-quiz

3. Entering Availability

availability
  • Use the Availability Selector to select the Days and Times that work best for you to schedule tutoring sessions. We use your schedule to notify you about opportunities that fit your profile.
  • Click ‘Add New’ to open the Availability Selector
  • Enter in your availability for the Days and Times you are available to tutor
  • Enter in a record for each day that you would like to tutor
  • Include a wide band of times to ensure you get matched with the most opportunities during your availability window
  • You will receive an email or text when we receive an opportunity that fits your profile. Click the link on the email to accept the opportunity

4. Updating your Schedule

  • Use the Modify Schedule button to select days you are unavailable to meet with students. You will not get notified about new opportunities during these days.
  • If you need to reschedule sessions with an existing student, contact them and update the match if the student wants a substitute tutor.
modify-schedule-button
unavailable-days

Q. How do I get matched with Students

Getting Matched with Opportunities

 

Once you complete your Tutor Profile you are ready to receive Tutoring Requests. There are 4 ways to accept opportunities

 

1. From the Portal Home Page

match-from-link

Click the “Match with Student) button to get matched with the student

2. From the Matching Email

match-from-email

If you are logged into the portal already, click the link to confirm the match. Otherwise, login to the portal before clicking the link again to confirm the match.

*You must be logged in for the link to work*

3. From a Text Message

match-from-sms

4. Replying to an Opportunity Email

Some opportunities are sent by a plain text email. You can reply to this email to get matched with the student or to receive additional information.

Q. How do I get in touch with students?

Getting in touch with the Client:

 

On the session screen you can view the students you match with, and view their contact info.

 

K-12 Clients

 

Use the Intro Email Form  from the Sessions Tab and complete the Template to send your intro email. Enter in your information and send the intro email to the parents’ email and cc info@apollotutors.org

example of intro email

intro-email-form

College Clients

 

Send a text message to the client introducing yourself and to propose times to meet for your session. If you have any trouble getting in touch by text, make a phone call and leave a voicemail.

 

Community Tutoring

 

Email your site coordinator with an introduction about yourself, as well as any relevant background check materials.

Q. How do I schedule a session?

Scheduling Sessions

 

Once you have connected with the client you can create a single, or a recurring session depending on the schedule you have agreed with the client. Enter the session date when you have finalized the meeting times. For the address, enter the location you will be meeting if you are not meeting the client in-home.

 

Single Session

create-single-session

Q. How do I schedule a recurring session?

Scheduling Sessions

Once you have connected with the client you can create a single, or a recurring session depending on the schedule you have agreed with the client. Enter the session date when you have finalized the meeting times. For the address, enter the location you will be meeting if you are not meeting the client in-home. If you will be meeting with a client on a recurring basis, you can create a recurring session which will create sessions based on the schedule you agreed on.

Enter the Start Date, and the frequency for how often you will meet (daily, weekly, monthly). Choose Weekly and select the days that you will be meeting with the student

schedule-recurring-session

Q. How do I log my hours?

After a session has occurred, you can log your notes and submit your session. In the Past sessions tab, you can view sessions that have occurred. Click “log notes” to log your notes and after submitting it will be registered for payroll. Click Update to submit your session after completing your notes.

log-notes
notes-from-session

Q. How do I delete or reschedule a session?

If you have to reschedule a session, delete the session and mention the reason it was deleted. You can then re-log the session for the new time

Deleting 1 session

Use the Delete Record Button to delete the session

delete-record

Deleting Many Sessions

bulk-delete

Select the sessions you would like to delete, pick “Custom Actions” and Select Delete

Q. What do I do if the student doesn't respond?

Update-match

If you have trouble getting in touch with a student you are matched with, use the “Update Match” Button on the Session Tab to update the status of the match.

update-status
  • Haven’t Heard from student- selecting this will send a reminder to the student
  • Student Does not want to meet- This will cease all reminders for the student- use this if the student has changed their mind about meeting
  • Schedule does not match- select this if you cannot work with the student and we will re-match them with another tutor

Q. Contact Us

Have a question? Contact Us at careers@apollotutors.org or Call or Text us at 888-406-3988